Importing wage files in the new EAMS for single filers

Please note: These file specifications do not apply to Paid Family and Medical Leave wage reporting. Details about those employer requirements and processes can be found on their website.

Data file formats we accept

Comma-delimited (.csv) This format is preferred | Tab-delimited text file (.txt) | Excel spreadsheet (.xls or .xlsx) 

Note: We do not accept wage data import files created in any of the following data file formats:

  • Social Security Administration's MMREF format
  • ASCii-delimited
  • Washington State wage format
  • Federal wage format

Helpful tips

Importing multiple files | Duplicates | Error and warning messages | Duplicates | Maximum records


Editing your data in Excel or another spreadsheet tool to create an import file in any data format

If you are preparing your own wage data file—regardless of which data file format you want to import—you will most likely find that it is easiest to do using Microsoft Excel, Google Sheets, or another spreadsheet tool.

Your spreadsheet must have the following seven columns. The columns marked with an asterisk are required, meaning that they must be populated with data for each wage record row:

  • Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN): This field may be formatted (i.e., 3 digits, dash, 2 digits, dash, 4 digits) or unformatted (nine digits) e.g., ‘123-45-6789’ or ‘123456789’. An ITIN is a 9-digit number issued by the IRS to identify an individual who is not eligible to receive an SSN.
  • *Last Name: EAMS for Single Filers automatically converts all Last Name characters into capital letters to support duplicate checks by the ESD System of Record.
  • First Name
  • Middle: This field can be completed (with either a name or initial) or left blank.
  • Suffix: This field can be completed or left blank. The field may be formatted as (e.g., ‘Jr’, ‘Sr’, ‘1st’, ‘III’, etc.)
  • *Hours: This field requires a whole number, rather than a decimal
  • *Wages: This field will accept a decimal point. If one is entered, you will be permitted to include two digits to the right of the decimal (e.g., ‘12345.67’). If you do not enter a decimal, the system will assume that the amount you entered is a whole number and it will add a decimal point followed by two zeros (e.g., ‘12345’ is interpreted as ‘$12,345.00’).
Do not enter a negative value in any of the fieds.
Do not include any extra columns, headers, footers, totals, notations, explanatory comments, etc., in the spreadsheet.

Saving your spreadsheet in comma-delimited (.csv) format

Note: The following instructions are for Excel. Directions for other software tools will vary slightly.

To convert your data from a spreadsheet into a comma-delimited file:

  1. From the Menu bar of the spreadsheet tool, select File > Save As. The Save As screen opens.
  2. Double-click on the Browse The Save As > Windows Explorer opens as a secondary window.
  3. In the left pane, select the folder to which you want to save the file.
  4. Enter the name you want to assign the file in the File Name
  5. Click in the Save as Type dropdown and select CSV (comma delimited) (*.csv).
  6. Click Save. Your spreadsheet is converted to a .csv file. The Save As > Windows Explorer secondary window closes.

Example:

400-11-1111,Pink,Janet,A,Jr,400,98765

402-22-2222,Brown,John,B,,456,87654.01

403-33-3333,White,James,C,Sr,500,76543.15

404-44-4444,Black,Joe,D,,501,65432.20

405555555,Red,Jill,,III,502,44444


Saving your spreadsheet in tab-delimited (.txt) format

Note: The following instructions are for Excel. Directions for other spreadsheet tools will vary slightly.

To convert your data from a spreadsheet into a tab-delimited text file:

  1. From the Menu bar of the spreadsheet tool, select File > Save As. The Save As screen opens.
  2. Double-click on the Browse The Save As > Windows Explorer opens as a secondary window.
  3. In the left pane, select the folder to which you want to save the file.
  4. Enter the name you want to assign the file In the File Name
  5. Click in the Save as Type dropdown and select Text (tab delimited) (*.txt).
  6. Click Save. Your spreadsheet is converted to a .txt file. The Save As > Windows Explorer secondary window closes.

Example:

400-111-11 Pink Janet A Jr 400 98765
402-22-2222 Brown John B 456 87654.01
403-33-3333 White James C Sr 500 76543.15
404-44-4444 Black Joe D 501 65432.20
405555555 Red Jill III 502 4444

Saving your spreadsheet as an Excel file

Note: The following instructions are for Excel. Directions for other spreadsheet tools will vary slightly.
To save your data as an Excel spreadsheet:
  1. From the Menu bar of the spreadsheet tool, select File > Save As. The Save As screen opens.
  2. Double-click on the Browse option. The Save As > Windows Explorer opens as a secondary window.
  3. In the left pane, select the folder to which you want to save the file.
  4. Enter the name you want to assign the file In the File Name field.
  5. Click Save. Your spreadsheet is saved as an Excel file. The Save As > Windows Explorer secondary window closes.

Example: 

Files of each of the approved data file formats can be created in Microsoft Excel, Google Sheets, or another spreadsheet tool. If you plan to submit an Excel spreadsheet, your data will look something like this sample; if you are converting your file to a different format, your data will look something like this before you convert it.

400-111-11 Pink Janet A Jr 400 98765
402-22-2222 Brown John B 456 87654.01
403-33-3333 White James C Sr 500 76543.15
404-44-4444 Black Joe D 501 65432.20
405555555 Red Jill III 502 4444


Importing multiple files

EAMS for Single Filers allows you to import multiple wage data files, one after another. Here’s how it works:

  • If you elect to hand-key your data, or if you have already imported a file, the Washington wage detail screen opens. Once there, click the button labelled ‘Import a file’.
  • Clicking on ‘Import a file’ causes the Import file screen to open, allowing you to select and import a new wage data file. Each time you successfully import a file the imported data is added to the grid.

Error and warning messages

When you import a file, edits are automatically performed on the imported data. Three scenarios can unfold, depending on what kinds of problems (if any) are found:

  • Your data loads perfectly into EAMS for Single Filers and no errors or warnings are issued.
    The imported data is presented on the Washington wage detail You may then import more files, edit the imported data, or proceed to the next steps in the filing process.
  • Your data loads in EAMS for Single Filers but the validation process reveals one or more errors and/or warnings.
    The imported data is presented on the Washington wage detail Any error or warning messages associated with your data appear adjacent to the wage grid. To submit your quarterly filing, you are required to resolve all errors. You can submit a quarterly filing with unresolved warnings, but they may result in financial penalties.
  • Your file cannot be processed.
    In this scenario, an error message is displayed on the Import file screen, and the Washington wage detail screen does not open at all. For example, this could occur if your file is in the wrong format. Review your import file, correct any errors, and try again. If you are still unable to import your data, consider securely sharing your file with our support professionals by clicking on the link at the bottom of the page and attaching your import file.

Duplicates

Employee/wage data is identified by employees’ SSNs or ITINs. This means that, within a quarterly filing, the same SSN/ITIN cannot appear more than once. If it does, it is displayed as a duplicate, which you must resolve before continuing the filing process.

If your imported data contains fewer than 50 duplicates, the Duplicate wage records screen opens instead of the Washington wage detail screen. The Duplicate wage records screen identifies all records that have duplicate SSNs/ITINs, and suggests various actions to rectify the duplicate data.

If your imported data contains 50 or more duplicates, the system displays an error message on the Import file screen. It does not import the file or identify the duplicates.


Maximum Records

The maximum number of records that can be imported in a single filing is 10,000. If you have more than that number of records, you can split your file into segments that each contain fewer than 10,000 wage records, and submit them in succession, as per the ‘Importing multiple files’ instructions above.

If you try to import a file that contains more than 10,000 records when in the single filing process, the system displays an error message on the Import file screen. It does not import the file.